AI Receptionist for Event Planners. Capture every event opportunity.

An AI receptionist for event planners is an intelligent virtual assistant that handles client inquiries, qualifies event leads, schedules consultations, and manages vendor communications 24/7. It understands various event types—corporate conferences, galas, fundraisers, product launches—and captures essential details like event date, expected attendance, budget, venue preferences, and specific requirements. Unlike traditional answering services, the AI receptionist speaks naturally, asks relevant follow-up questions, and integrates directly with your event management software.

AgentZap's AI voice receptionist asks strategic questions about event type, purpose, date flexibility, expected attendance, venue preferences, budget range, and specific needs (AV, catering, entertainment, decor). It captures corporate decision-maker information, timeline urgency, and how they discovered your services. This qualification ensures planners spend time with clients who are ready to invest in professional event management, filtering out tire-kickers and budget mismatches.

Yes, AgentZap's AI receptionist is trained to understand corporate events (conferences, product launches, team building, annual meetings), social events (galas, milestone celebrations, reunions, holiday parties), nonprofit events (fundraisers, charity galas, awareness campaigns), and private events (anniversaries, retirement parties, bar/bat mitzvahs). It asks relevant questions based on event type and adjusts its qualification approach accordingly.

The AI receptionist recognizes calls from venues, caterers, AV companies, florists, photographers, and other vendors. It takes detailed messages, provides event-specific information to approved parties, schedules vendor meetings, and prioritizes urgent matters appropriately in your message queue. For day-of-event vendor calls, it can escalate immediately to on-site coordinators.

Absolutely. The AI receptionist can walk callers through your service offerings—full-service planning, day-of coordination, corporate event management, venue sourcing, destination events, and a la carte services. It explains pricing structures, typical timelines, and helps callers identify which services match their needs, all while capturing their interest for follow-up.

AgentZap's AI receptionist understands corporate event requirements including budget approvals, RFP processes, compliance needs, branding requirements, and multi-stakeholder coordination. It captures company information, event objectives, key decision-maker contacts, and procurement timelines for effective follow-up. Corporate clients are flagged as high-priority leads for immediate attention.

The AI voice receptionist gathers comprehensive details: contact information, organization name, event type and purpose, preferred date(s) and flexibility, expected attendance, venue preferences or status, budget range, special requirements (AV, catering, accessibility, theme), timeline for decision-making, and how they heard about your company. All information syncs automatically to your CRM.

AgentZap integrates with popular event management platforms like Cvent, Eventbrite, Planning Pod, Social Tables, AllSeated, and Honeybook. Lead information flows automatically into your existing CRM, consultations sync across all connected calendars, and event details are captured in a format ready for proposal generation.

The AI receptionist handles all calls professionally while you focus on event execution. It qualifies new leads, schedules callbacks for appropriate times, takes detailed vendor messages, and only escalates true emergencies to your on-site team. You never miss opportunities because you're busy creating amazing events.

A full-time receptionist costs $3,500-$4,200/month (salary, benefits, taxes) and only covers 40 hours per week. AgentZap's AI receptionist costs $149-$499/month for 24/7/365 coverage—a savings of 90%. Plus, the AI handles unlimited simultaneous calls during busy seasons, never takes vacation, and never calls in sick during your peak event months.

Yes, AgentZap's AI voice receptionist handles unlimited simultaneous calls. During peak seasons (spring galas, fall conferences, holiday parties), you might receive 20+ inquiries simultaneously—the AI answers every single one professionally. Traditional receptionists can only handle one call at a time, leaving others to voicemail or competitors.

Most event planners are live within 20 minutes. You connect your calendar, configure your event types and services, set qualification criteria, and customize your greeting. Our event planning templates include pre-built scripts for corporate inquiries, social events, nonprofit galas, and vendor coordination. Full CRM integration typically takes under an hour.